How to organise a sing-along concert

A sing-along concert works when the audience can see the words, hear the music and follow the programme without waiting. Start by confirming the date, venue capacity and performers, then build the repertoire around the available musicians and technical setup. Check every lyric sheet before printing or projecting it, and give the sound team enough time to test microphones, monitors and playback. Finish with a timed run sheet covering admission, seating, singing, breaks and closing.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2
Book performers and musicians
2 people
3
Compile the repertoire
3 people
4
Check the lyrics
2 people
5
Gather music files
2 people
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Make reservations
10
Check permits
11
Send performer information
12
Create the final run sheet
2 people
13
Record technical requirements
2 people
14
Determine audience capacity
15
Determine the Entrance Route
16
Assign volunteers
2 people
17
Prepare admission tickets
2 people
18
Lay out songbooklets
2 people
19
Print songbooks
2 people
20
Check the shopping list
21
Do the shopping
3 people
22
Collect materials
2 people
23
Test the equipment
3 people
24
Lay out song lyrics
2 people

Event

25
Open venue
2 people
26
Clear the loading and unloading area
2 people
27
Mark the stage and audience area
2 people
28
Set up tables
3 people
29
Set up chairs
4 people
30
Set up stage sections
4 people
31
Set up microphones
2 people
32
Connect speakers
2 people
33
Connect the projector
2 people
34
Hang lighting
2 people
35
Hang up decorations
3 people
36
Chill drinks
2 people
37
Set up the coffee and tea station
2 people
38
Prepare snacks
3 people
39
Set out tableware
2 people
40
Hand out songbooks
2 people
41
Signpost the entrance
2 people
42
Perform the technical sound check
3 people
43
Welcome performers
2 people
44
Have the performers do a sound check
3 people
45
Welcome the audience
4 people
46
Check tickets
3 people
47
Announce the program
48
Support the first concert block
3 people
49
Serve break drinks
4 people
50
Refill drinks
2 people
51
Refill snacks
2 people
52
Support the second concert block
3 people
53
Set up evening buffet
4 people
54
Serve the evening buffet
5 people
55
Support the third concert block
3 people
56
Guide the audience to the exit
3 people
57
Taper off drinks
2 people
58
Check out artists
2 people

Aftercare

59
Switch off equipment
2 people
60
Dismantle the stage
4 people
61
Clear away chairs and tables
4 people
62
Wash dishes
3 people
63
Collect waste
3 people
64
Clean the venue
4 people
65
Pack materials
2 people
66
Return equipment
2 people
67
Store leftover groceries
2 people
68
Remove decorations
2 people
69
Register lost and found items
70
Send thank-you messages

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 120
Tablesqty 12
Foldable tablesqty 4
Bar stoolsqty 6
Clothes racksqty 2
Waste binsqty 8

Equipment

Active speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Monitor speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Music standsqty 8
Headphonesqty 2
Spare fusesqty 10
Cable tiesqty 100
Spare AA batteriesqty 24
AAA spare batteriesqty 24

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 6
Spare batteriesqty 24

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Small bowlsqty 16
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Knivesqty 8
Serving spoonsqty 8
Serving utensilsqty 12

Decorations

Bannersqty 4
Balloonsqty 100
Tableclothsqty 12
Stage drapesqty 4
Directional signsqty 8
Name badgesqty 30

Catering

Songbooksqty 130
Admission ticketsqty 130
Groceries

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Spongesqty 12
Rubber glovesqty 12
Toilet brushesqty 4
Paper towelsqty 8

Tips

Choose the repertoire before preparing songbooks or slides. Allow time to check every lyric, arrange the music files and remove songs that cannot be performed reliably.
Set the audience capacity before sending invitations. This affects registrations, seating, songbook quantities, the entrance route and how many volunteers you need.
Record technical requirements from each performer at least 2 weeks before the concert. Confirm microphones, DI boxes, monitor speakers, music stands, laptop playback and projector connections.
Schedule the equipment test before doors open, not during admission. Test every microphone, monitor, projection surface and extension lead with the actual music files and lyrics.
Prepare the audience materials at least 1 day ahead. Lay out songbooks or lyric sheets in seating order, keep spare copies ready, and check that the projection is readable from the back row.

Frequently asked questions

How far in advance should I organise a sing-along concert?: Start at least 8 to 12 weeks ahead. Book performers, confirm the venue and capacity first, then allow 2 to 3 weeks for registrations, dietary information, technical details and the final run sheet.
How many songs should a sing-along concert include?: Plan around 12 to 20 songs for a 90-minute programme, depending on introductions and breaks. Allow roughly 4 to 6 minutes per song, including audience singing and transitions.
When should I test the sound and projection equipment?: Complete a full technical test 2 to 3 hours before the audience arrives. Repeat a short microphone and playback check 30 minutes before opening, because cables, batteries and settings are often changed during setup.
How many songbooks should I print for a sing-along concert?: Print one copy per registered attendee, plus 5 to 10% spare copies. For 100 attendees, prepare 105 to 110 songbooks so damaged, misplaced or late-arriving copies do not interrupt the concert.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.